Supplier invoices

A supplier invoice (vendor bill) represents a payment obligation. When you record it, Mosce ERP opens the account payable against the supplier and generates the accounting entry; subsequent payments are applied from Supplier payments.

Reading time: ~6 min

When to use this

Use Supplier invoices when you receive a formal invoice from the supplier that you will pay on credit (or later), and you need that debt reflected in accounts payable (AP). If you paid instantly and have no credit terms, record a direct expense.

Typical cases: invoices for received merchandise, professional services, monthly rents with an invoice, supplies with a payment term.

Before you start

• You need the vendor-bill:manage permission to create and post invoices. vendor-bill:read only allows you to view them.
• You must have configured:
  • The supplier in the supplier catalog.
  • An AP account (account payable) in the chart of accounts - LIABILITY class.
  • An expense account (EXPENSE class) or an inventory account (ASSET class). An invoice debits one or the other, not both.
• The fiscal period covering the invoice date must be open at the time of recording it.

Step by step

1. Go to Supplier invoices from the side menu.

2. You have two ways to create the invoice:

   • New invoice: a blank form for manual capture.
   • From purchase order: if the purchasing module is active and you have a received order, Mosce ERP pre-fills the invoice with its data. Select the available order in the dialog.

3. Fill in the form:

   • Supplier (required) - catalog search.
   • Invoice date (required) - the one that appears on the supplier's document.
   • Due date (required) - must be equal to or later than the invoice date.
   • Reference (optional) - the supplier's invoice number (e.g. FAC-2024-001).
   • Description (optional) - free text.
   • Expense type - Expense/Inventory tab that controls which account is debited.
   • Account payable (AP) (required) - the account to be credited.
   • Expense account or Inventory account (one of the two, required) - the one to be debited.
   • Cost center (optional).
   • Notes (optional).

4. Add the invoice line items. Each line asks for:

   • Description (required, even if you link a product).
   • Quantity (integer ≥ 1).
   • Unit price (can be 0).
   • ITBIS % - rate as a percentage (e.g. 18). Mosce ERP calculates the ITBIS amount per line and adds it to the total.

   The subtotal, ITBIS and total are calculated automatically: subtotal = Σ(qty × price), ITBIS = Σ(ITBIS per line), total = subtotal + ITBIS.

5. Click Create. The invoice stays in Draft status with sequential number BILL-000001.

6. When it is ready, click Post. Confirm in the dialog.

Expected result

When you post the invoice, Mosce ERP:

• Generates an atomic accounting entry that debits the expense/inventory account by the subtotal + ITBIS and credits the account payable (AP) by the total.
• Changes the status to Posted and initializes the pending balance (balance) equal to the total.
• Links the invoice to the entry (journalEntryId).

The pending balance updates automatically when you apply payments from Supplier payments. The status advances to Partial when at least one payment has been applied and a balance remains, and to Paid when the balance reaches zero.

Purchases with withholding. When the purchase generated ITBIS withholding (because the supplier or what was bought require withholding - see ITBIS and ISR withholding on purchases), the invoice balance to pay reflects the net: what is withheld is a debt to the DGII, not to the supplier. If your settings recognize ISR withholding at payment, that ISR is deducted when you record the payment to the supplier (see Accounting settings).

If you made a mistake, you can void a posted invoice (or a partially paid one): the entry is reversed and the associated payments are voided as well, restoring the balances. Draft invoices are permanently deleted.

Common errors

• VENDOR_BILL_NO_DEBIT_ACCOUNT - you did not specify an expense or inventory account. Select exactly one in the Expense/Inventory tab.
• VENDOR_BILL_DEBIT_ACCOUNT_AMBIGUOUS - you sent an expense and inventory account at the same time. Only one.
• VENDOR_BILL_INVALID_STATUS - only drafts are edited, only drafts are posted, only posted or partial ones are voided.
• Due date earlier than the invoice date - the system blocks invalid dates; adjust them.
• There is no open fiscal period - open the corresponding period before recording.

Related

• Supplier payments - apply one or several payments to the pending invoices.
• Expenses - for money going out without a formal invoice on credit.
• Chart of accounts - configure AP and expense accounts.
• Journal entries - review the generated entry.
• Fiscal periods.